Post on 29-Oct-2019
transcript
XXX: ICS Manual [Version x: xx 20xx]
1
ORGANIC PRODUCERS
INTERNAL CONTROL SYSTEM MANUAL
ORGANIC CERTIFICATION
XXX: ICS Manual [Version x: xx 20xx]
2
This ICS Manual is adopted for the fulfilment of the requirements of the EU organic regulations by members of the . Compiled by
XXX: ICS Manual [Version x: xx 20xx]
3
CONTENTS
1 Background and objectives ......................................................................... 6
2 Policies and internal organic standards ..................................................... 6
2.1 Policies ...................................................................................................................... 6
2.1.1 Environmental conservation ............................................................................... 6 2.1.2 Soil fertility management .................................................................................... 7 2.1.3 Pest and disease control .................................................................................... 7 2.1.4 Crop rotation ...................................................................................................... 7 2.1.5 Harvesting instructions ....................................................................................... 8 2.1.6 Packaging and transport..................................................................................... 8
2.2 Internal organic standards ......................................................................................... 9
3 ICS management structure ......................................................................... 10
3.1 ICS organogram ...................................................................................................... 10
3.2 Description of responsibilities .................................................................................. 11
3.2.1 Organic Consultant ........................................................................................... 11 3.2.2 Packaging Officer ............................................................................................. 11 3.2.3 ICS Manager .................................................................................................... 11 3.2.4 Documentation Officer ...................................................................................... 12 3.2.5 Executive Officers 1 and 2 (Executives of ) ...................................................... 12 3.2.6 Internal Inspectors ............................................................................................ 13 3.2.7 Approval and Sanctioning Committee............................................................... 13 3.2.8 Members (Farmers) .......................................................................................... 13
3.3 List of members of the ICS team.............................................................................. 14
3.3.1 Officers ............................................................................................................. 14 3.3.2 Internal Inspectors ............................................................................................ 14 3.3.3 Approval and Sanctioning Committee............................................................... 14
4 Certification procedures ............................................................................. 15
4.1 Definitions ................................................................................................................ 15
4.2 Preparation for certification ...................................................................................... 15
4.2.1 Registration ...................................................................................................... 15 4.2.2 Contract completion ......................................................................................... 15 4.2.3 Risk assessment .............................................................................................. 15 4.2.4 Farm mapping .................................................................................................. 19 4.2.5 Training ............................................................................................................ 19 4.2.6 Internal inspection ............................................................................................ 19 4.2.7 Approval ........................................................................................................... 20 4.2.8 Sanctioning ...................................................................................................... 20 4.2.9 Appeal .............................................................................................................. 22 4.2.10 External audit ................................................................................................... 22
4.3 Necessary documents for the ICS ........................................................................... 23
XXX: ICS Manual [Version x: xx 20xx]
4
5 Producer identification and traceability .................................................... 25
5.1 Introduction .............................................................................................................. 25
5.2 Product flow from field to port .................................................................................. 25
5.3 Coding ..................................................................................................................... 26
5.3.1 Farmer coding .................................................................................................. 26 5.3.2 Carton coding ................................................................................................... 26
5.4 Traceability documents ............................................................................................ 27
6 Conversion .................................................................................................. 27
7 APPENDICES ............................................................................................... 28
7.1 Farmer Registration Form ........................................................................................ 29
7.2 Farmer Contract Form ............................................................................................. 30
7.3 Subcontractor Contract Form ................................................................................... 31
7.4 Group Field Record Book ........................................................................................ 33
7.5 Risk Assessment Template ..................................................................................... 34
7.6 Internal Inspection Checklist .................................................................................... 35
7.7 Conflict of Interest Declaration Form ........................................................................ 41
7.8 Internal Inspection Schedule .................................................................................... 42
7.9 Violation Form ......................................................................................................... 43
7.10 Training Attendance Form ....................................................................................... 44
7.11 Fertilizer and Pesticide Stock Inventory ................................................................... 45
7.12 Cleaning procedures in the organic packhouse ....................................................... 46
7.13 Cleaning Record Sheet ............................................................................................ 47
7.14 Packaging procedure of organic fruits ...................................................................... 48
7.15 Checklist for inspection of the organic packaging facility .......................................... 49
7.16 Way Bill Farm to Packhouse .................................................................................... 54
7.17 Way Bill Packhouse to Port ...................................................................................... 55
XXX: ICS Manual [Version x: xx 20xx]
5
ABBREVIATIONS AND DEFINITIONS
AEA Agricultural Extension Agent of MoFA (District Department of Agriculture)
Conventional Not certified product even if production appears organic
Conversion, transition
The period in converting from conventional farming to organic
EC 834/2007 &EC 889/2008
EU COUNCIL Regulations of the 9th January 2009 on organic production of agricultural products and indications referring thereto on agricultural products and foodstuffs
GIS Geographic Information System
GPS Global Positioning System
ICS Internal Control System
JAS Japanese Agricultural Standard
MOAP AFC Market Oriented Agriculture Programme of the Ministry of Food and Agriculture in Ghana, partly implemented by AFC Consultants International
NOP USDA National Organic Programme
Organic Certified organic product
XXX: ICS Manual [Version x: xx 20xx]
6
1 BACKGROUND AND OBJECTIVES
The organic pineapple Farmers Groups in district, of the region, (hereinafter “the Association”) currently produce pineapples for the local market. The groups have recently received training by MOAP-AFC in organic production and are now ready for organic certification. For organic certification, the members of the Association have been trained and the process of organic certification was facilitated. A functioning ICS was established. The general objectives of the ICS is to support the Farmer Groups to successfully attain organic certification by implementing the organic standards related to crop production.
2 POLICIES AND INTERNAL ORGANIC STANDARDS
2.1 Policies
2.1.1 Environmental conservation
Protection of water bodies
Farming practices shall not in any form pollute water bodies.
A strip of natural vegetation shall be left to grow along the water bodies that are close to farms.
No agrochemical – though organically accepted – shall be mixed along or close to water bodies.
The application of agrochemicals – though organically accepted – shall not done close to water bodies.
Waste management
Farms shall be kept clean and free from all forms of waste.
Diseased plants shall be buried in the soil away from the farm.
All plastics waste (water sachets, snack packages, rubber bags etc.) and papers, cardboard shall be collected and properly disposed.
Natural resource conservation / biodiversity
There shall not be any encroachment in forest reserves with the farming activities.
Burning shall not be used as a means of land clearing. Farms shall never be set ablaze to control weeds or vegetation.
In clearing land for production, bigger trees and some form of natural vegetation shall be left on parts of the land where pineapples are not planted to regulate the temperature in the farm.
XXX: ICS Manual [Version x: xx 20xx]
7
2.1.2 Soil fertility management
Cultivation techniques to prevent soil erosion shall be encouraged on farms.
Every three years farmers shall take soil samples from their fields which the Association then sends to soil lab for analysis. Fertilizing will be done according to the soil test results.
Organic manure, poultry droppings and other forms of animal manure shall be used to improve the fertility of the soil.
No form of synthetic fertilizer or that which is not recommended by the recognised organic certification body shall be used to improve the fertility of the soil.
Producers shall buy fertilizers from recognized fertilizer stores and keep invoices of purchase.
Organic fertilizer stock inventory (see Annex 7.11) shall be maintained each time fertilizer is bought or used.
Producers shall keep records of how much fertilizer they applied at each application. This is done in the Planning & Record Book of every individual plot.
Farmers shall be encouraged to incorporate leguminous crops in their rotation.
After land clearing, the plant debris shall be left to rot on the farm to improve the soil nutrient content.
2.1.3 Pest and disease control
No synthetic chemical shall be used as a means of controlling pests, diseases or weeds.
Organic pesticide stock inventory (see Annex 7.11) shall be maintained each time pesticide is bought or used.
Good farm hygiene shall be adopted to reduce the incidence of pest and disease build up.
Farmers shall be encouraged to incorporate leguminous crops in their rotations.
Diseased affected plants shall be removed from the field and buried outside the farm.
2.1.4 Crop rotation
Farmers shall practice crop rotation. After harvesting of ratoons, the farmers need to grow other crops or leave the land fallow for at least 3 years before planting pineapples again.
Rotation is necessary to reduce incidence of pest and disease build-up and also helps the soil regain its fertility.
During the period of one rotation, crops like maize, pulses, ginger or cover crops should be grown – before or after organic pineapple.
All crops included in the rotation must be treated as organic.
XXX: ICS Manual [Version x: xx 20xx]
8
2.1.5 Harvesting instructions
Harvesting shall be made at the required time.
The Harvesting section in the Planning & Record Book shall be filled the same day when harvesting took place and fruits were delivered to pack-house or sold.
Harvest shall only be made from the group members’ organically registered and certified farms.
There shall be no comingling of certified and uncertified produce.
Fruits shall be harvested into crates and must not come into contact with soil.
Fruits shall be loaded into trucks for packaging immediately after harvesting. In case there is a lag between harvesting and loading, crates with harvested fruits shall be kept in shade. To avoid that that that fruits get contact with the soil, the crates shall be placed on tarpaulins only.
Harvesting and loading of fruits shall be done with care to avoid bruising of the fruits.
2.1.6 Packaging and transport
Packaging shall be handled by the Association only after it goes through the organic certification. The Packaging Procedure of Annex 7.14 shall be followed.
Subcontractors who handle the fruits on behalf of the farmers do not own the produce at any point in time. They must respect the terms of the contract with the Association and also allow their packaging facility to be inspected or audited (see Annex 7.3).
Anybody and any company that wishes to buy the organic fruits from the farmers and also sell them as organic must have an organic certificate.
Subcontractors who also package conventional fruits must not pack the organic certified fruits together with the conventional fruits. They must ensure that there is clear separation of conventional and organic products at all stages of the packaging activity. That is from loading, transport, packaging, storage and during loading to final off taker. All these activities must be accompanied by the necessary documentation.
No synthetic chemicals shall be used to treat the organic fruits during the packaging process.
Packing lines also used for packaging of conventional fruits shall be thoroughly cleaned with fresh water without the addition of any synthetic chemicals before organic pineapples are packed.
Contamination of organic fruits with products of synthetic chemical origin must be avoided during transit.
No synthetic chemical shall be used to cleaning of areas that come into the direct contact with fruits. In case of use of detergents the surface must be rinsed with plenty of water. The Cleaning Procedure of Annex 7.12 shall be followed and must be properly recorded (see Annex 7.13).
The transport of fruits from the farm to the pack house and from the pack house to the port must always be accompanied by a waybill (see Annex 7.16 and Annex 7.17).
XXX: ICS Manual [Version x: xx 20xx]
9
2.2 Internal organic standards
The internal organic standard defines the rules that I, the organic farmer, have to respect to be certified and sell my produce as organic through the Association. Prכka Nhyehyeε no nyinaa ase ne dε, me Prכka Kuani no wכbεgyem ato mu ampa, na maatכn m’abrobε naa me dua faa Prכka nhyehyεyε no do no afa kuw no do
Short version English Ne Tiawa mu (Fante)
1. I apply for participation and declare all my fields, owners &
use of last inputs.
Mepε dε hom mam akwanya ma mede m’efuw
ewuranom, ndzεmba a medze yε edwuma hyε prכka
dwumadzi yi mu.
2. I am not allowed to use synthetic pesticides, herbicides,
synthetic fertiliser, NPK, urea and the like.
Mbra mma kwan dε medze ndur a awuduru wכ mu bi
tedε כyε asase yie, dza wכdze kum ndur bε yε
m’abrכbε fuo no.
3. I use only organic products (fertilizer, insecticides)
recommended by the Association and declare the use to
the ICS Manager or Internal Inspector.
Medze ndzεmba a ewudur biara nnyi mu yε adwuma
dε mbrε kuw no agye ato mu.
4. I keep distance (buffer) between my organic fields and
conventional fields.
Ofi me kwan no dze kכ kwa fofor a wכdze ewudur yε
edwuma no ntam twe.
5. I will not practice any form of split or parallel production on
my organic pineapple fields (i.e. I will not grow organic and
conventional in one farm).
Merennyε prכka abrכbε ahaban a medze bεfrafra
abrכbε ne ahaban fofor a wanyε no prכka kwan so.
6. I only use organic planting materials or that approved by
the Association.
Medua abrכbεmba a ewudru biara nnka ho a kuw no
agye ato mu.
7. I don’t mix my organic pineapples with non-organic
pineapples from other farmers.
Me mmfa m’abrכbε a ewudur nnim nnka fofor a ewudu
wכ mu no ho.
8. I keep my farm clean and weed manually without any use
of herbicides.
Mesiesie m’brכbε fuw mu, medכw ho a meremmfa
ewudur nnka.
9. I manage all my production practices organically. Meyε mefuwmu dwuma no nyinaa wכ prכka kwan so.
10. I use crops residues, legume crops, manure, chicken
droppings and compost to fertilize my fields. I seek
approval for whatever I use to fertilize my field from the
ICS Manager.
Medze mfuw, mbowa hכn ase naadzemba a apotכw
afra asase mu. Mebisa ekuw no panyin no ansana
medze ndzama yi aka mahaban no.
11. I don’t store forbidden inputs. Me mmfa nduru ne ndzemba a w’abra nnyε me prכka
abrכbε fuw no.
12. I choose between one of the two:
a) apply the organic rules to all my farms (better)
a) apply the organic rules to all my pineapple farms
I tell the inspector when I sign the contract and keep to my
decision.
Mefa ebien yi mu kor
1. Medze prכka mbra no bεyε m’efuw nyina
2. Mede mbra no bεyε m’abrכb3ε fuw no.
Meda no adzi kyerε mpanyimfo a wכba adwuma no do
ber a meresan apam krataa no.
13. I ask the trainer of the group for directions if I am not sure
about things related to organic pineapple production.
Mema nkorכfo a wכma ntsetsee no akyerε me ndzema
a כkyere madwen wכ abrכb3 fua hom fa ewudur nnka.
14. I welcome inspectors and show them my fields and
respond to their questions.
Mema mpanyinfo a wכhwε efuw no mu kwan, na
mekyerε m’efuw na me yiyi nsεm bisa biara ano.
15. After registration, it may take up to 3 years until I am fully
certified organic if my farm has been conventionally run
(conversion period).
Sε medze meho kכhyε kuw no mu a, obedze mfi
ebiasa firi bre a medzi awudru ka m’afuw no ansaan
w’agye meato mu sε prכka kuani.
XXX: ICS Manual [Version x: xx 20xx]
10
3 ICS MANAGEMENT STRUCTURE
3.1 ICS organogram
ORGANIZATIONAL STRUCTURE OF PRODUCER GROUPS ( )
MEMBERS
EXECUTIVE OFFICER 1
EXECUTIVE OFFICER 2
INTERNAL
INSPECTORS
APPROVAL AND SANCTIONING COMMITTEE
Trains
Organizes training and
documentation
Inspect once a
year Approves and
sanctions
Supervises
Reports Report Reports Report
Assists ICS Manager
DOCUMENTATION
OFFICER
ORGANIC CONSULTANT
(XXX)
ICS MANAGER
(XXX)
PACKAGING OFFICER
Trains
Supervises Supervises Supervises
Organizes training and
documentation
XXX: ICS Manual [Version x: xx 20xx]
11
3.2 Description of responsibilities
3.2.1 Organic Consultant
A. Qualification:
Should be very familiar with the EU regulations
Should have good experience in organic agriculture and certification
Should be able to train and prepare a group for certification
Should have good experience in pineapple production
B. Responsibilities:
Provides training to ICS manager on organic certification
Provides all necessary documentation for group to attain certification
Trains Packaging Officer
3.2.2 Packaging Officer
A. Qualification:
Must have a good knowledge of organic certification
Must understand the traceability system of the Association
Must have experience in post-harvest handling of pineapples
Must know the dos and don’ts of pack-house management
B. Responsibilities:
Responsible for traceability at the pack-house during packaging
Ensures that the right quality of fruits is selected for packaging and export
Ensures that fruits are packed according to customer specifications
Ensures good sanitation at the pack-house
3.2.3 ICS Manager
A. Qualification:
Must have a detailed knowledge in organic certification and organic regulations
Must have a good knowledge in organic pineapple production
Must have a good understanding of the internal organic standards of the Association
Must know the production areas of the Association
B. Responsibilities:
Together with the Organic Consultant, provides training in all aspects of organic certification and organic pineapple production to the Association
Ensures that all training events are well documented
Provides a planning schedule to produce fruits all year round and monitor the implementation of the schedule together with the Executive Officers
Acts as the Documentation Officer for the group (until Documentation Officer has been recruited and trained)
Ensures that all necessary documentation is in place to attain organic certification
Ensure that all documents of the ICS including farm maps is up to date
Ensures all traceability records are up to date
XXX: ICS Manual [Version x: xx 20xx]
12
Together with the Executive Officers, ensures that all Planning & Record Book of the farmers (kept for every plot) are up to date
Visits farmers’ organic pineapple fields to help address organic certification issues
Ensures that internal inspectors are annually trained
Ensures that 100% internal inspection is conducted annually
Ensures that internal inspectors sign conflict of interest declaration with the Association
Acts as the Approval and Sanctions Manager of the Association enforcing the decisions of the Approval and Sanctioning Committee
Organizes members for external audit
Assists the Association to perform corrective actions after internal and external audits
3.2.4 Documentation Officer
A. Qualification:
Must have a good understanding of the internal organic standards
Must be familiar with all relevant documents of the ICS
B. Responsibilities
Keeps up-to-date all ICS documents
Keeps up-to-date the traceability records
Liaises with the Approval and Sanctioning Committee to produce final approved list for external audit
Keeps the Organic Certificate
3.2.5 Executive Officers 1 and 2 (Executives of )
A. Qualification:
Must be members of the Association
Must have a good understanding or organic certification
Must have good group formation and organizational skills
B. Responsibilities:
Ensure that all farmers respect the internal organic standards of the Association
Ensure that contracts are signed between the Association and each individual member
Ensure that Association members are actively involved in all organic certification programmes (training, internal inspections, external audits)
Call for regular Association meetings to discuss issues pertaining to organic certification
Ensure that all training events and meetings are well documented
Assist the ICS Manager with all ICS documentation issues
Ensure that farmers keep the Planning & Record Books for each certified plot up to date
Keep Group Field Record Book up to date
Coordinate supply of input and planting materials
Coordinate the sales of fruits
XXX: ICS Manual [Version x: xx 20xx]
13
3.2.6 Internal Inspectors
A. Qualification:
Must have at least a diploma in agriculture
Must have a good understanding of organic certification and the internal organic standards
Must have a general knowledge in organic pineapple production
Must be able to read and write
Must have a good understanding of the internal inspection forms
B. Responsibilities:
Sign conflict of interest declaration before conducting internal inspections
Conduct 100% internal inspection of all farmers assigned
Ensure that internal inspection report is appropriately filled
Notify the Approval and Sanction Committee of any suspected serious violations discovered during the inspection
Make follow-ups on corrective actions
3.2.7 Approval and Sanctioning Committee
A. Qualifications:
Must be familiar with the internal organic standards
Must be able to read and write
B. Responsibilities:
Sits to review all internal inspection forms after inspection
Approves or sanctions members appropriately
Communicates sanctions to farmers who violate the internal organic standards
Gives the chance to appeal to disapproved farmers
Presents a final list of qualified farmers for external inspection
3.2.8 Members (Farmers)
A. Qualification:
Must have a Sugar Loaf pineapple field
Must be willing to produce organically
B. Responsibility:
Available for training
Respect the organic regulations
Keep all production records up-to-date: Regularly fill the Planning & Record Book for each plot
Make farm available for internal and external inspections
Respect the terms of the agreement signed with the Association
Respect all decisions made by the Association
Sell certified fruits through the Association
XXX: ICS Manual [Version x: xx 20xx]
14
3.3 List of members of the ICS team
3.3.1 Officers
S/N NAME POSITION
1. ICS Officer
2.
3.
4.
5.
3.3.2 Internal Inspectors
S/N NAME OF INTERNAL INSPECTOR
RESIDING COMMUNITY
COMMUNITY INSPECTED
1.
2.
3.
4.
3.3.3 Approval and Sanctioning Committee
S/N NAME POSITION
1. Chair
2. Member
3. Member
XXX: ICS Manual [Version x: xx 20xx]
15
4 CERTIFICATION PROCEDURES
4.1 Definitions
Owner / farm investor: The person who exercises the legal right of ownership of the farm. Operator / farmer / member/ producer: The person who is legally mandated as a caretaker of the farm in the absence of the rightful owner.
4.2 Preparation for certification
4.2.1 Registration
Farmers interested in the organic certification programme must be willing to register all their pineapple fields under the organic programme. They must provide details of the farm, location, GPS references, last use of pesticides, etc. (see Annex 7.1). After the certification process has started, any farmer wishing to join will have to contact the Association executives or the ICS Manager. Following this, the farmer will be registered and sign a contract with the Association to permit a visit to the farm. Upon receipt of the forms, a file is created for the farm and the ICS Manager then follows up by visiting the farmer, interviewing him/her and observing his/her production practices to ascertain compliance with the organic internal standards.
4.2.2 Contract completion
Following voluntary registration, farmers complete and sign a contract with the Association committing them to the organic certification process (see Annex 7.2).
4.2.3 Risk assessment
A risk assessment will be conducted every year together with all Association members in the following areas.
Production
Crop protection
Crop rotation
Soil structure and fertility management
Harvesting, storage
Packaging
Storage of farm inputs The Risk assessment template can be found in Annex 7.5. Below is the initial risk assessment conducted for the Organic Pineapple Producer Groups in the year .
XXX: ICS Manual [Version x: xx 20xx]
16
POSSIBLE AREAS OF
RISK
RISK CONTROL/PREVENTIVE MEASURES RATING
Production Preparation and clearing of land using
prohibited/synthetic chemicals (herbicides or
weedicides)
Trainings will be conducted to educate farmers on the principles of organic
agriculture and biodiversity conservation.
Medium risk
Clearing of forest reserves or primary forests for organic production
Medium risk
Burning as a means of land clearing
Farmers will be discouraged from using burning as a means of land clearing since it
can also expose the soil to erosion and destruction of soil structure.
Low risk
Farmers obtain planting materials from non-
organic sources or use of synthetic fungicide treated
planting materials
Training will be conducted to educate farmers to always obtain planting materials from organic sources and avoid the use of
treated planting materials.
Medium risk
The use of unapproved chemicals to induce
flowering in pineapple production
Farmers will be trained and encouraged to always obtain activated charcoal from the
Association’s office in Esuohyia.
Measures will be put in place to always ensure that the activated charcoal
production machine is always functioning properly.
Structures will be put in place for internal monitoring and reporting of any violations of
this nature.
Medium risk
Practicing of split or parallel production
The practicing of split or parallel production will be discouraged by providing training to farmers on its associated risk to the organic
pineapples.
Medium risk
Drift from neighbouring farms
Organic farmers will be advised to leave adequate buffer of at least 10 m between the organic fields and other neighbouring
conventional farms to minimize the effect of drift of chemicals not allowed in organic farming. In cases when the farmer has control over the land, no conventional
production will be permitted on that land.
High risk
Pollution of the environment and water
bodies through production practices
Through trainings, farmers will be encouraged to avoid any form of pollution to
the environment and water bodies from their production practices.
Low risk
XXX: ICS Manual [Version x: xx 20xx]
17
POSSIBLE AREAS OF
RISK
RISK CONTROL/PREVENTIVE MEASURES RATING
Crop protection
The use of synthetic chemical to protect crops from pest, diseases and
weeds
Good farm sanitation (weeding) will be encouraged through trainings to avoid the
build-up or high incidence of pests and diseases. Neem extracts can be used to
control mealy bugs and other pests. Crops affected by fungal diseases must be
removed and buried.
Members will be advised to report violations of this nature.
Medium risk
Weeds take over in the pineapple field
Good farm sanitation has to be practiced. Weeds must be kept low to prevent
harbouring of pest. Weed control must be done manually or with brush-cutters.
High risk
Crop rotation Treating crops included in rotation as conventional and applying synthetic
chemicals to them
Farmers will be educated to know that, if there is the intension of planting pineapples
on a particular piece of land after harvesting, then those crops must also be
treated as organic.
Medium risk
Soil structure
and fertility management
The use of not allowed mineral fertilizers to improve soil fertility
Training on appropriate ways to improve soil fertility will be conducted. Farmers will be encouraged to incorporate leguminous
crops in their rotations.
Appropriate organic fertilizer list will be made available to the farmers (including
PatentKali and Rock Phosphate).
Low risk
Depletion of soil fertility if no fertiliser is added and
not enough organic matter is built up through cover crops, crop rotation and
manure
Regularly carry out soil tests and follow up with appropriate fertilizer applications and a
crop rotation (including green manure) to build up soil organic matter.
High risk
Production practices that encourage soil erosion
Training on appropriate measures to avoid erosion. If ridges are made along slopes, it is encouraged to place vertical sticks into the furrow every 10 m apart to reduce the
velocity of runoff water.
Medium risk
Storage of farm input
Use of farm input like spraying machines for both conventional and
organic farming
Storage of conventional and organic farm input together in the same space without clear
labelling or demarcations
Farmers will be trained to desist from storing conventional and organic farm input
together.
Farmers will secure a central storage facility in the community for the organic input.
Some farm implement such as knapsack sprayers with the tendency of increasing
the risk of contamination to organic produce will not be used both for organic and
conventional purposes.
High risk
XXX: ICS Manual [Version x: xx 20xx]
18
POSSIBLE AREAS OF
RISK
RISK CONTROL/PREVENTIVE MEASURES RATING
Harvesting, storage
Harvesting and mixing of fruits with fruits from conventional fields
Farmers will have to register all their pineapple fields under the organic
programme.
Good record keeping system (based on Planning & Record Book) to monitor the expected yields of all farmers will also be
kept. This will help detect if there are over-supplies (beyond the expected yield).
In situations where conventional fields of other farmers are very close to the organic field, during harvesting the first two rows that are near to the conventional field will be harvested separately and not sold as
organic.
High risk
Contact of fruits to the soil during harvesting
Harvested fruits must be kept in crates. Crates must also not be put directly on the
ground during harvesting. Crates with harvested fruits must be put directly into
truck or kept on a tarpaulin, plastic mulch, palm fronds or banana leaves before
loading into trucks.
Medium risk
Packaging Use of prohibited chemicals to clean
packing area and packing lines
Packaging lines and area must not be cleaned with synthetic or prohibited substances e.g. chlorine as this may
contaminate fruits.
High risk
Addition of unallowed chemicals to water for
washing of fruits before packing
Water for washing of fruits before packaging must not contain chlorine.
High risk
Use of unallowed fungicide to disinfect fruits
Fruits must not be disinfected with any synthetic fungicide or product that is not
accepted to be used organically.
High risk
Fruits with poor internal and external quality
Trainings on desirable export qualities will be conducted for farmers and the pack
house officer in order to prevent that fruits with poor internal and external quality are
packaged for export.
Low risk
XXX: ICS Manual [Version x: xx 20xx]
19
4.2.4 Farm mapping
A map of each individual farmer’s field will be made. The map will contain a GPS reference, a Northing, the plot number and the acreage. A general map showing all communities and farms of the Association involved in the certification programme will also be made. The map will have i) Northing, ii) Scale, iii) Roads, villages, rivers, iv) GPS references and plot numbers.
4.2.5 Training
Training is an essential tool for good ICS performance. ICS staff is trained in Good Agricultural Practices of pineapple production and organic production standards. In preparing a selected farm for certification, the operators/farmers and, if possible, the owners are taken through training in certification and organic production principles. Training will be provided to groups of farmers by the AEA, the Organic Consultant or other personnel identified by the group. All training events shall be recorded and centrally filed at the ICS office (see Annex 7.10). The central record must contain at least the topic of the training, date, place and list of trainees. Reference to training documents, other training content, important outcomes etc. should be noted, too.
All Internal Inspectors are trained at least once a year. The training shall include sample field inspections.
Farmers are regularly trained on GAPs of organic pineapple production and on the regulations.
All subcontractors and persons who handle organic pineapple are trained on organic agriculture and the regulations.
4.2.6 Internal inspection
Internal inspection is the annual assessment of individual producers and the pack house to be ascertained for their level of compliance to the organic production practices. It is both on and off farm inspection using a prepared Internal Inspection Checklist (see Annex 7.6) and a separate Internal Inspection Checklist for Farms (see Annex 7.15). The internal inspection process also creates the opportunity for the producers to test their full understanding of certification principles and practices. Internal Inspectors will:
Meet the qualifications stated in the section of responsibilities and qualifications of personnel.
Not be the same person as the ICS Manager who controls and maintains the ICS of the group.
Not inspect their own farms or the farms of relatives or close acquaintances. The process is as follows:
Each producer and the ICS will go through an internal inspection at least once a year.
All Internal Inspectors must sign a Conflict of Interest Declaration with the ICS before performing internal inspections (see Annex 7.7).
Internal Inspectors shall produce a report of the internal inspection. This report shall cover all producers who have undergone training in organic production.
The Internal Inspection Checklist will be completed for each farm.
XXX: ICS Manual [Version x: xx 20xx]
20
Non-compliances and corrective actions identified will be recorded in the Internal Inspection Checklist.
All internal inspections will be recorded on the Internal Inspection Schedule (see Annex 7.8) as a record of whose farm was inspected, where and when the inspection took place.
Corrective actions will be reviewed after further internal inspections by the Approval and Sanctioning Committee.
Conflict of interest: The ICS Manager, Internal Inspectors and all members of the Approval and Sanctioning Committee under the ICS must sign a conflict of interest declaration. The ICS Manager is responsible for verifying that no conflict of interest occurs; i.e., that no tasks are assigned to persons who would have a conflict of interest for this activity (e.g. an Internal Inspector cannot inspection his/her farm or a family members’ farms).
4.2.7 Approval
After the internal inspection, and subsequent internal inspections for non-compliances, the Approval and Sanction Committee will review the inspection reports and decide whether a producer is eligible for an external certification audit. The ICS has a procedure in place to take decisions on approvals of producers who conform to the standards, and on sanctions imposed on producers where non-compliances were found. The committee will report the results of the internal inspection to the respective producers, the ICS office as well as the external certification body. Approval of producers will take place after carefully reviewing the reports of the annual internal inspection. This will be done during a meeting of the Approval and Sanction Committee where committee members will determine objectively whether a producer was able to conduct corrective actions or not. If a producer was able to carry out the corrective actions related to him or her, then he/she is approved for external audit based on the decision of the committee. Decisions on approvals shall be communicated clearly to the producer and to the external certification body. To avoid conflict interest, those members of the Approval and Sanctioning Committee who double as Internal Inspectors will not review the forms of the communities they inspected.
4.2.8 Sanctioning
During internal inspections, any failure noted as not complying with the internal standards will be treated as non-compliance. Failure to correct non-compliances may result in sanctions. Sanctioning may also result from:
Producer does not fulfil obligatory criteria
Undoubted fraud (use of prohibited and or synthetic chemicals, mixing of organic certified and conventional fruits)
Intentional obstruction of the internal inspection or external audit
Refusal to respect the contract with the Association
Non-attendance at producer meetings by producers All sanctions, subsequent corrective actions and decision-making processes will be recorded. Any suspension and cancellation issued by the Approval and Sanction Committee will be notified to the certification body.
XXX: ICS Manual [Version x: xx 20xx]
21
Three types of sanctions will be applied to non-compliances and contractual issues. These are: Warning, suspension and dismissal. Warning: Non-compliance of any issue of the internal organic standard or of contractual issues will lead to a warning. The maximum time allowed for correction will be determined by the Internal Inspector or ICS Officer and this will vary depending on the level of non-compliance. In the case where the warning remains unresolved by the end of the agreed period, suspension will be imposed. Suspension: Suspension will be issued when a producer fails to show sufficient corrective action after a warning has been issued. The maximum period of suspension will depend on the nature of non-compliance. During the period of suspension, the producer will be prevented from using any type of document that has any relation to the organic certification programme and fruits from suspended farmers will not be sold through the group as organic certified. Dismissal: A member will be dismissed from the Association if it is found that there is clear evidence of the use of prohibited or synthetic chemicals on the organic farm and comingling of conventional pineapple fruits with the organic fruits. However, if the farmer appeals and the ICS Manager decides that the farmer can still be part of the group, that farmer will have to participate in all group trainings and activities, desist from the use of all forms of synthetic chemicals, not plant treated planting materials for 3 years and not sell any fruits from all farms or fields as organic for 3 years. This farmer will need to go through all annual internal inspections for 3 years and afterwards, the ICS Manager will further decide and approve the farmer or farms as organic certified. List of non-compliances and sanctions
S/N NON CONFORMITIES SANCTIONS
1. Use of unapproved or prohibited chemicals for land clearing, weed control on farms, fertilization and or pest and disease control
Farmer can be dismissed from the group. In case of appeal, farmer may be accepted back into group but must start from a conversion status (year 0 of the three-year conversion period, i.e. “C0”).
2. Burning of forest reserves or natural vegetation (setting the whole vegetative area ablaze) before planting
Warning for the first time and suspension when the action is repeated. Duration of suspension will be determined by ICS Manager. During the period of suspension, no organic fruits from the farmer will be sold through the group as certified. If this situation persists, the farmer will be removed from the group.
3. Pollution of the environment and water bodies
Warning for the first time and suspension when the action is repeated. Duration of suspension will be determined by ICS manager. During the period of suspension, no organic fruits from the farmer will be sold through the group as certified.
4. Comingling of certified and uncertified fruits from other conventional fields of friends, relatives or farmers’ own
Suspension from group. Duration of suspension will be determined by the ICS officer. During the period of suspension, fruits will not be sold as organic certified. The conversion status of farmer
XXX: ICS Manual [Version x: xx 20xx]
22
undeclared farms will drop to the next lower level.
5. Unavailability of farmer for internal inspections
Farmer will be removed from list of approved farmers. Conversion status will drop to the next lover status.
6. Failure to perform corrective actions after internal inspections
Based on the ICS Manager’s discretion, corrective action periods can be extended. Farmer will be warned or suspended from Association if agreed new dates for corrective actions are not met. This can further lead to dismissal from Association.
7. Failure to attend trainings Farmers who miss training sessions without permission from group executives or the ICS Manager will be warned in the first instance where training is missed for three consecutive times. Suspensions will follow when truancy persist after warning. The ICS manager will determine the period of suspension and during this period, fruits from the farmer will not be sold through the Association as organic.
8. Refusal to sell organic fruits through the Association
Farmer will be warned and if such actions persists, farmer will be dismissed from the Association.
4.2.9 Appeal
Decisions on sanctions must be communicated clearly to the producer. When a producer is not happy with the decision of the Approval and Sanction Committee he/she will seek redress through the ICS Manager. Complaints Handling:
1. When the ICS Manager receives a complaint, the details of the complaint, causes of the problem and actions taken will be recorded appropriately (see Annex 7.9).
2. The complaint will be identified as either coming from an Association member, Organic Consultant, ICS Manager, buyer, Internal Inspector, etc.
3. The cause of the problem that led to the complaint will be investigated, and remedial actions will be taken.
4.2.10 External audit
Following the annual internal inspection of all producers in the Association the external audit is carried out on a sample of producers and the group ICS by a formally-appointed and fully independent certification body (CB). Prior to the external audit the following will be carried out:
The ICS Manager will prepare a report of all activities completed annually (including training, internal inspections, corrective actions process). This document will not only be for presentation to the external auditors but also to serve as a solid base for continuous improvement of the quality system.
A summary report of all the internal inspections will be prepared.
XXX: ICS Manual [Version x: xx 20xx]
23
The ICS Manager will ensure that the Producer Planning & Record Keeping Books are up to date.
The ICS Manager will ensure that centrally-kept ICS documents are up to date. The ICS Manager is responsible for presenting any information, documents, explanations, etc. that the external auditors may require to carry out the external audit. Following the external audit, there may be corrective actions to carry out. The ICS Manager is responsible for this process. Corrective actions will be carried out in the required period and the CB will be duly informed for verification.
4.3 Necessary documents for the ICS
Documents refer to all documentation relevant to the operation of the ICS for the standard. The relevant ICS documents include: 1.1 ACOPPS and AMOPPA Farmer Registration Form 1.2 ACOPPS and AMOPPA Farmer Registration File 2.1 Farmer Contract Form 2.2 Filed Farmer Contracts 3.1 Group Field Record Template 3.2 Filled Group Field Record Book 4.1 Risk Assessment Template 4.2 Filled Risk Assessments 5.1 Internal Inspection Checklist 5.2 File with Filled Internal Inspection Checklists 6.1 Conflict of Interest Declaration Form 6.2 File with Filled Conflict of Interest Declarations 7.1 Internal Inspection Schedule 7.2 Filed Internal Inspection Schedule 8.1 Violation Form 8.2 Filed Violation Reports 9.1 Training Attendance Form 9.2 Filed Training Attendance Records 10.1 Stock Inventory (Fertilizers and Pesticides) Template 10.2 Filled individual Stock Inventories (Fertilizers and Pesticides) 11.1 Planning & Record Book 11.2 Correctly filled Planning & Record Books 12.1 Maps of individual farms 12.2 Map of Association
XXX: ICS Manual [Version x: xx 20xx]
24
13 Association Bookkeeping 14 Contracts between Association and buyers as well as subcontractors 15.1 Cleaning Record Template 15.2 File with Filled Cleaning Record Sheets (kept at pack house) 16.1 Internal Inspection Checklist for Pack House 16.2 Filled Internal Inspection Checklists for Pack House 17.1 Way Bill Templates 17.2 File with Filled Way Bills (from Farm to Pack House and from Pack House to Port) All forms will be identified with an issue date and version. All documents will be reviewed periodically at internal audit, and any amendments will be discussed with and approved by the ICS Manager. The maximum validity of any form of the ICS is three (3) years after which review shall be made. Following the issue of revised documents, obsolete versions will be withdrawn. To ensure that all documents are kept well, empty and filled forms will be filed in folders and properly labelled. Records will be legible and accessible for inspection at any time. Copies of this ICS Manual will be made available to the group, subcontractors and the ICS office.
XXX: ICS Manual [Version x: xx 20xx]
25
5 PRODUCER IDENTIFICATION AND TRACEABILITY
5.1 Introduction
Traceability systems are record keeping procedures that show the path of a particular unit or batch of product or ingredient from suppliers, through all the intermediate steps of processing where the product is combined with additional ingredients into new products, then through the supply chain to ultimately the consumers. Knowledge on the ingredients at all stages of production and the distribution of the product is vital for consumer safety. A good traceable system therefore is necessary.
5.2 Product flow from field to port
Export Terminal
Washing, Sorting
and Grading
Transportation to
Pack house
Packaging and
Cooling
Pack-house
Reception
Sucker Planting
Land Preparation
Harvesting Sucker
production
Production
Packaging
XXX: ICS Manual [Version x: xx 20xx]
26
5.3 Coding
The farmers of producing organic pineapples adopt the traceability system explained below.
5.3.1 Farmer coding
Each member of the Association will have a unique number which will help to identify which community he/she produces from. For instance, if AA/BB/CC is the farmer code, it will be interpreted as below: AA: The district where the intervention is taking place BB: The community where the farmer lives and produces CC: The farmer’s personal number Therefore, a farmer in Ekumfi who lives and produces in Esuohyia will bear the code: EK/ES/01, where: EK stands for Ekumfi District ES stands for Esuohyia 01 stands for Farmer Number 01 Note: the farmer code should appear on all ICS documents of the farmer.
5.3.2 Carton coding
For export or sales in cartons, the Traceability Code below will be applied: AA/BB/CC/DD and date (dd/mm/yy), where: AA stands for the district BB stands for the community where the farmer lives and produces CC stands for the farmer’s personal number DD stands for the plot number dd/mm/yy stands for the date of packing fruits into cartons for export. Note: If there are several blocks within a plot, the blocks are supposed to be identified with alphabets. In this case, the plot number will be DDE, where E is the block number E within plot DD. Therefore, the traceability code for a farmer who produced fruits in the Esuohyia community of the Ekumfi district for packaging will have the traceability code as EK/ES/01/02E 03/01/2015 EK stands for Ekumfi District ES stands for Esuohyia 01 stands for Farmer Number 01 02 stands for Plot Number 2, i.e. the second organic pineapple plot of the farmer. E stands for Block E within the plot. 03/01/15 reads 3rd day of January, 2015.
XXX: ICS Manual [Version x: xx 20xx]
27
5.4 Traceability documents
The following document will be kept by individual farmers or the Association to aid in gathering the necessary information for traceability.
1. Planning & Record Book with Traceability Code: This booklet will be kept by individual farmers to aid them record all their farming activities and keep sales records.
2. Group Field Record Book: This book will be kept at the group level ( ). It will provide information on the planting and harvesting plan of all Association members (see Annex 7.4).
3. Association Bookkeeping
6 CONVERSION
New farm entrants and producers who have been in conventional production, but wish to join the organic certification process will go through a conversion period of 3 years before farm produce can be termed and sold as organic. During this period, the farmer must participate in all training programmes, desist from the use of all forms of synthetic chemicals and abide by all ICS and Association decisions. Details of the conversion status are as follows:
If the reported last use of prohibited chemicals is <365 days prior to external inspection, then the conversion status will be C0.
If the reported last use of prohibited chemical is >365 days but <730 days prior to the external inspection, then the conversion status will be C1.
If the reported last use of prohibited chemical is >730 days but <1095 days prior to the external inspection, then the conversion status will be C2.
If the reported last use of prohibited chemical is >1095 days and more than 1 year after registration, then conversion status is Organic.
XXX: ICS Manual [Version x: xx 20xx]
28
7 APPENDICES
XXX: ICS Manual [Version x: xx 20xx]
29
7.1 Farmer Registration Form
MEMBERSHIP REGISTRATION FORM
Surname First name Telephone Address/ Location
Farmer Code:
Farmer
Farm investor
Agreement YES/NO
Land owner Agreement YES/NO
Number of plots:
Plot number GPS Ref.
Plot size (acres)
Area of organic
pineapple (acres)
Expected yield
(pieces)
Date of last use of
chemicals
Product/ Active ingredient
Previous crop grown
Plot 01
Plot 02
Plot 03
Plot 04
Total
(a) (b) Area of uncultivated land (a-b):
How long have you practiced organic farming?
Since: Which crops do you produce as conventional?
Are you willing to keep the Planning & Record Book for each plot?
YES / NO Do you have a separate lockable storage facility for your farm input?
YES / NO
Have you had any internal or external inspection before?
YES / NO If Yes, when was the last Internal Inspection?
If Yes, current certification status Certified / In Conversion/ Warning / Suspended / Cancelled
Are you willing to abide by the Organic Standard?
YES / NO Are you willing to abide and respect the ICS of the group?
YES / NO
Place, Date, Sign Place, Date, Sign ICS manager Farmer
XXX: ICS Manual [Version x: xx 20xx]
30
7.2 Farmer Contract Form
FARMER GROUP ………………… (Association of Organic Pineapple Producers in ) FARMER'S NAME ………………………………………………FARMER CODE………………… TOTAL ORGANIC PINEAPPLE AREA (Acres) .........................................................…….…… VILLAGE ...................................................REGION/DISTRICT……….……….......................... The Association provides to its members the following services:
Coordination of the organic pineapple production and quality management system. Coordination of the supply of organic inputs and planting materials. Training and technical advice on organic pineapple production and quality
management. Facilitating organic certification based on the Internal Control System. Marketing of the organic pineapple in local and international markets.
The farmer declares:
I, the undersigned, accept to be member of................................................................... and to participate in all the activities linked to the production and quality management of the organic pineapple.
I agree to follow the internal organic standard and all rules and regulations of the Association as well as the various protocols of organic production.
I will not use any synthetic fertilizer, fungicide, insecticide or herbicide on my plot. I will not use any GMO planting materials. I will supply fruits harvested only from the certified plots. I will follow all the training organized by the group. In case I violate any rules in the organic standards, I will report to the responsible
person. I agree that in case of any violation of the organic rules, I can be excluded from the
programme and my produce can be withdrawn without compensation. I will allow inspection of my field and my documents by any approved person.
Duration of contract This contract is valid for 1 year. It is renewed automatically if not terminated by one of
the parties. It can be broken at any time in case of any non-compliance with the conditions of this contract by any of the two parties or if the farmer decides to withdraw in a voluntary way from the ICS.
Name Signature/Thumbprint Date
Farmer
Association Rep
ICS Officer
XXX: ICS Manual [Version x: xx 20xx]
31
7.3 Subcontractor Contract Form
This contract is made between:
……………………………………………………………………………………………………..
referred to as Association or Certificate Holder,
represented by:
……………………………………………………………………………………………….
and
…………………………………………………………………………………………………….. referred to as the Subcontractor,
represented by:
…………………………………………………………………………………………………….. Purpose: The purpose of this contract is to ensure an agreement between the Certificate Holder and the Subcontractor to produce and handle the organic sugarloaf pineapple throughout the production, processing and packaging chain in a state that will not compromise the organic integrity of the sugarloaf pineapple. The Association (Certificate Holder) shall be responsible for the following:
Produce the organic sugarloaf pineapple according to the requirement of the EU
regulations.
Ensure all farmers within the group respect and comply with all rules and regulations
of the association.
Ensure that only harvested fruits from organic certified farmers within the association
are presented for packaging.
Inspect crates and vehicles during harvesting and loading of trucks to ensure that
organic fruits are not contaminated from these sources.
The Subcontractor shall be responsible for the following: Arrange for transportation of the organic fruits from the harvesting field to the
packaging facility.
Provide clean crates that will not expose the harvested fruits to any form of
contamination compromising the integrity of the organic fruits.
Ensure that there will be no form of contamination from the vehicle that will transport
the organic fruits to the packaging facility.
Check documentation of fruits received to ensure they are from certified sources.
Wash, package and store fruits under conditions that will not alter the organic
integrity of the fruits.
In case of parallel production, ensure complete segregation in time and or space
along all the units of the packaging and storage process and also proper cleaning of
XXX: ICS Manual [Version x: xx 20xx]
32
packaging facility with plenty of fresh water to avoid contamination with any form of
synthetic chemicals.
Ensure proper documentation through the packaging process to export. This includes
traceability on the packaging cartons for export.
Allow the facility to be inspected during internal or external audits at least once a
year.
Duration of contract
This contract is valid for 1 year. It is renewed automatically if not terminated by one of the parties. It can be terminated at any time in case any of the parties violates the rules. In such case, a prior notice must be sent to the other party two months before termination of the contract.
Name Signature/Thumbprint Date
Certificate Holder
Subcontractor
ICS Officer
XXX: ICS Manual [Version x: xx 20xx]
33
7.4 Group Field Record Book
S/N Farmer Name Farmer Code
Plot Date of pineapple planting
Quantity planted
Date of forcing
Expected date of harvest
Expected yield
(pieces)
Actual date of harvest
Actual yield
(pieces)
Quantity sold
individually
Quantity sold under organic certification
1 Plot 01
Plot 02
Plot 03
Plot 04
2 Plot 01
Plot 02
Plot 03
Plot 04
3 Plot 01
Plot 02
Plot 03
Plot 04
4 Plot 01
Plot 02
Plot 03
Plot 04
5 Plot 01
Plot 02
Plot 03
Plot 04
XXX: ICS Manual [Version x: xx 20xx]
34
7.5 Risk Assessment Template
POSSIBLE AREAS OF RISK
RISK
CONTROL / PREVENTIVE MEASURES
RATING
Production
Crop Protection
Soil structure and fertility management
Harvesting, storage
Packaging
Storage of farm input
XXX: ICS Manual [Version x: xx 20xx]
35
7.6 Internal Inspection Checklist
1 Farmer and plot information Name of group: Need for
follow up
First name:
Family name: Farmer Code:
Community:
Crop for certification:
Total farm size (acres):
Number of plots:
Area to be certified (acres): Total yield estimate (kg):
Plot number Date planted Quantity planted Expected yield (pieces)
Plot 01
Plot 02
Plot 03
Plot 04
Proposed Status:
Conventional
Organic in conversion
Organic but no certificate
Organic with valid certificate
Name of Internal Inspector:
Date Inspection:
2 Understanding of organic farming, participation in training Yes Partly No
2.1 Farmer understands basic principles and rules of organic farming
2.2 The farmer has knowledge of organic farming techniques
2.3 The farmer takes part in group meetings
2.4 The farmer has taken part in the following training events:
3 Environmental management
3.1 To which extent is soil erosion a problem on this farm?
Are sufficient soil conservation measures taken? What else should be done?
3.2 Is there the risk that the farm contributes to water pollution?
3.3 Does the farmer burn crop residues or weeds? Is burning used for clearing land?
3.4 Have primary forest areas or other ecologically valuable areas been logged, burned or destroyed for organic production by this farmer? No Yes If "yes", area: …..acres
3.5 Is inorganic litter collected and disposed on one clearly defined place, where it does not constitute a hazard for water, crops, people or animals? Yes Partly No
XXX: ICS Manual [Version x: xx 20xx]
36
4 Seeds and planting stock Need for follow
up
4.1 Type of planting material used: Certified Organic Conventional untreated Conventional treated
4.2 Origin of planting material: Own Organic purchased from: ……………………………… Conventional untreated from: ……………………………… Conventional treated from: ………………………………
5 Crop rotation
5.1 Please describe how you plan your rotation
5.2 Past land use
2015 2014 2013 2012 2011 2010
Plot 01
Plot 02
Plot 03
Plot 04
5.3 Please describe how you fertilise and control pests and diseases on crops included in the rotation
6 Legumes and cover crops
6.1 Does the farming system include legumes in any form? Yes No 6.2 If yes, explain how:
7 Fertilisation
7.1 Type of fertiliser Total quantity applied (past 365 days)
Frequency of use (past 365 days)
Plot 01
Plot 02
Plot 03
Plot 04
7.2 Has animal manure been used during the last 4 months before harvest Yes No
7.3 Are there any indications for the use of non-allowed fertilisers?
No Yes If "yes", please explain:
XXX: ICS Manual [Version x: xx 20xx]
37
8 Disease and pest prevention and control Need for follow
up
8.1 Pest or disease Method of prevention Method of control
8.2 Are there any indications for the use of non-allowed pesticides?
No Yes If "yes", please explain:
8.3 Is the farm weedy? No Yes
8.4 How do you control weeds on the farm?
8.5 Are there any indications of the use of weedicides?
No Yes If "yes", please describe your observation:
8.6 Which equipment do you use on the farm for the application of ethylene gas and crop protection products?
8.7 How do you ensure that this equipment is not used for the application of synthetic chemicals on conventional fields?
XXX: ICS Manual [Version x: xx 20xx]
38
9 Pesticide drift from neighbour farms
List all field margins, which border on conventional fields:
No bordering conventional fields, where spraying takes place
Margin (North, East…)
Conventional neighbour crop
Spraying intensity
Distance (meters)
Drift risk
Plot 01
Plot 02
Plot 03
Plot 04
10 Irrigation water as a source of pollution
Is irrigation water a source of microbiological or chemical pollution?
Yes No Not applicable, no irrigation
11 Harvest, post-harvest handling, packing, transport, storage Good Fair Poor
11.1
Harvesting conditions in general
11.2
Are harvesting crates available and used?
11.3
Are harvesting crates or harvested fruits placed on tarpaulin on field edge?
11.4
Storage conditions before packing (cleanness, absence of possible sources of contamination)
11.5
Transport conditions to pack-house (cleanness, absence possible sources of contamination)
11.6
Does the farmer sell the product individually in addition to group marketing?
11.7
Is there a risk of commingling the product sold under the organic certificate with non-organic products from relatives, neighbours, or others?
11.8
Further comments on harvest and post-harvest conditions
12 Records and traceability Need for follow
up
Does the farmer have and keep updated the following records?
Exists, complete, updated Not appli-cable
Yes Partly No
12.1
Planning & Record Book for each plot, describing basic farm activities
12.2
Detailed records on harvested quantities in the Planning & Record Book
12.3
Invoices for all purchases of seeds, fertilizers, pesticides
12.4
Receipts for all sales of certified organic product (or voucher issued by pack-house)
12.5
Copy of farmer contract with the Association (Farmer Contract Form)
Others:
XXX: ICS Manual [Version x: xx 20xx]
39
Summary of non-compliances
Refe-rence*
Non-compliance Corrective action necessary
Must be implemen-ted by…
Follow up by ASC
* Please refer to the numbering in checklist Date:
Farmer's signature Internal Inspector's signature Approval by ICS Manager:
Report is complete and can be filed. No need to follow up with the farmer.
Report is incomplete / deficient.
Inspector has to complete / correct report by (date):
Report is very incomplete / deficient.
Inspector has to repeat onsite inspection and present a complete report by (date):
Status suggested by ICS Manager:
Organic
Conversion: 3rd Year 2nd Year 1st Year Conventional
Sanctioned for ________ (duration)
Date and Signature ICS Manager:
Date & Sign. ICS Manager after required corrections / follow-up
XXX: ICS Manual [Version x: xx 20xx]
40
Summary of non-compliances (FARMER’S COPY)
Refe-rence*
Non-compliance Corrective action necessary
Must be implemen-ted by…
* Please refer to the numbering in checklist Date:
Farmer's signature Internal Inspector's signature
XXX: ICS Manual [Version x: xx 20xx]
41
7.7 Conflict of Interest Declaration Form
(To be signed by Internal Inspector and members of Approval and Sanctioning Committee) I,……………………………...................on this day……………….............assume the position of ………………………………………………………………………………... I understand the roles and functions attached to this position and declare below all possible conflict of interest in the course of discharging my duties to ensure unbiased decision making.
Name of Person I have conflict or special relations with
Relation with person
Position:………………...…………. ICS Manager Name:...........…………..………… Name:..................................... Signature:…………………………. Signature:............................... Date:…………………..………….. Date:……….………………….
XXX: ICS Manual [Version x: xx 20xx]
42
7.8 Internal Inspection Schedule
Name of Inspector……………………………………………….
Date and Signature of Internal Inspector………………………………………..
S/N FARMER NAME FARMER CODE
DATE INSPECTED
SIGN/THUMBPRINT OF FARMER
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
11.
12.
13.
14.
15.
XXX: ICS Manual [Version x: xx 20xx]
43
7.9 Violation Form
Name of complainant…………………………..…………………………………………………… Address……………………………………………………………………………………………….. Position:
Association Member Internal Inspector ICS Manager Other. Specify: Organic Consultant Buyer Packaging Officer
Reason for complain…………………………………………………………………………...……… Nature of complaint or violation……………………………………………………………………… …………………………………………………………………………………………………………… …………………………………………………………………………………………………………… …………………………………………………………………………………………………………… …………………………………………………………………………………………………………… …………………………………………………………………………………………………………… Date…………………………. Signature/Thumbprint………..………………………. For official use only: Name of officer handling complaint: Verification Report……………………………………………………………………..……………… …………………………………………………………………………………………………………… …………………………………………………………………………………………………………… …………………………………………………………………………………………………………… Action Taken…………………………………………………………………………………………… …………………………………………………………………………………………………………… …………………………………………………………………………………………………………… Signature of ICS Manager……………………………………. Date……………...………………..
XXX: ICS Manual [Version x: xx 20xx]
44
7.10 Training Attendance Form
Name of Group: …………………………………… Date: …………………………… Name of Trainer: …………………………………… Venue: …………………………… Topic Treated: …………………………………………………………………………………
S/N NAME OF FARMER GENDER COMMUNITY SIGN/THUMBPRINT 1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
Summary of training contents:
XXX: ICS Manual [Version x: xx 20xx]
45
7.11 Fertilizer and Pesticide Stock Inventory
Name of farmer: _______________________ Farmer Code: ________________ Page No: ________________ Farmer Group: _______________________ Village: ________________
Date Brand name of incoming stock
Active ingredient and % concentration
Quantity of incoming
stock
Brand name of outgoing stock
Quantity of outgoing
stock
Plot Number(s)
Balance quantity (fill in for every
row)
XXX: ICS Manual [Version x: xx 20xx]
46
7.12 Cleaning procedures in the organic packhouse
PACKHOUSE FLOOR AND STORAGE AREA CLEANING
Sweep floor of all dirt and collect into a dust bin.
Wet floor with plenty of water and scrub. Wash away all dust from the floor.
CLEANING OF PACKING TABLES AND LINES
In case conventional fruits are packed before organic fruits, completely
drain the water of the washing pool.
Thoroughly rinse the washing pool with plenty of clean water.
Thoroughly wash all packing line and tables which will come into contact
with fruits with plenty of fresh water.
CLEANING OF COLD STORAGE AREA
Ensure cold storage area is empty of all fruits.
Thoroughly wash floor and walls with plenty of fresh water.
Allow washed surfaces to dry.
Use only fungicide approved by CB to disinfect cold storage after cleaning.
CLEANING OF CRATES
Immerse dirty crates into a pool of water or keep under running water.
Thoroughly scrub away all dirt from crates.
Rinse crates with plenty of water.
CLEANING OF MATERIAL STORAGE AREAS
Dust all materials in the storage area.
Sweep floor and collect dirt into dust bins.
Thoroughly scrub floor with plenty of fresh water, ensuring cartons are
safely kept from getting wet.
Allow floor to dry.
Note: If soaps and other disinfectants are used in cleaning of any of the above areas, ensure that they are approved by the CB.
XXX: ICS Manual [Version x: xx 20xx]
47
7.13 Cleaning Record Sheet
RECORD SHEET FOR TRANSPORT OR PACKAGING OF ORGANIC FRUITS
Company/Association performing the cleaning exercise (Please tick where applicable) [ ] [ ] [ ] [ ] Area/Equipment cleaned (Please tick where applicable) Transport truck [ ] Crates [ ] Pack house floor [ ] Packing tables [ ] Packing lines [ ] Storage area [ ] Others [ ]
Please specify ……………………………………………………………………………. Items used in cleaning (Please tick as many as are applicable) Water [ ] Brushes [ ] Soap/detergent [ ] Sponge [ ] Others [ ]
Please specify …………………………………………………………………………….
Name Signature/thumbprint Date
Performed by
Approved/ Supervised by
N.B. Any detergent that will be used in the cleaning process must be approved by the CB.
XXX: ICS Manual [Version x: xx 20xx]
48
7.14 Packaging procedure of organic fruits
TRANSPORT OF FRUITS FROM FARMS:
Fruits will be transferred farm farms of the organic certified farmers in clean crates
and truck (without any chemical particles, traces or dirt) to prevent contamination to
the organic fruits.
Fruits accompanied by a waybill will be received at the pack-house at the reception
area and clearly separated from conventional fruits if any.
The needed information will be taken from the waybill and recorded.
WASHING OF ORGANIC FRUITS: Washing of fruits will be done separately from conventional fruits.
Washing pool and packing lines must be thoroughly cleaned with plenty of water
before the packing exercise.
Fruits are washed in a pool of water without adding any chemical (e.g. chlorine).
Fruits are neither waxed nor disinfected, except the wax and fungicide have been
approved by the CB.
GRADING AND PACKAGING Grading and sorting of fruits on the packing line must not be done together with
conventional fruits.
Fruits are graded into required sizes and packaged in the customer’s specified
cartons.
TRACEABILITY AND STORAGE The traceability code and date of packaging are properly recorded onto the
cartons.
All other labelling of cartons must be made at this stage after packing the fruits
onto pallets.
Information about the pallet (organic status, number of boxes, fruit varieties and
sizes) shall be pasted onto the pallet and recorded in a Packaging Records Book.
Fruits are stored in the cold storage at a designated place without mixing with
conventional fruits.
Transportation of packed organic pineapple fruits to the port must be done
separately from conventional fruits accompanied by the waybills.
XXX: ICS Manual [Version x: xx 20xx]
49
7.15 Checklist for inspection of the organic packaging facility
General Information Inspector’s Comments
Date of Inspection:
Name of Internal Inspector:
Name of Company or Association:
Location:
Address:
Person in charge for operation:
Standard for which certification is requested
EU organic regulation NOP JAS
Others, Pleases specify: ……………………..….……………………....….
Have you had training on the standard for which certification is requested
No Yes, Please specify date: …………………
Name of Certificate Holder: ……………………………………………………….
Farmer group Processing company
Others, Pleases specify: ……………………..….……………………....….
Product(s) for which organic certification is requested:
………………………………………………………………………………………..
Does the packaging facility hold any certification?
………………………………………………………………………………………..
XXX: ICS Manual [Version x: xx 20xx]
50
Who supplies your raw materials for packaging or processing
1 Ensuring organic integrity
1.1 Is there a signed contract with the Association that subcontracted you?
Yes No
1.2 Please describe how you verify the organic origin of the received product:
1.3 Do you practice any form of parallel production?
Yes No
1.4 If answer is yes, please describe how you will prevent mixing of conventional and organic products throughout the stages in your packaging process:
2 Food safety procedures
2.1 What do you use for cleaning and washing of your raw materials?
2.2 Is ionizing radiation used at any point of your plant?
Yes No
2.3 Please describe your procedure for cleaning and disinfection of equipment, rooms, processing lines, etc.
2.4 How do you prevent contact of products with cleaning/disinfecting substances?
XXX: ICS Manual [Version x: xx 20xx]
51
2.5 Where are the cleaning and disinfecting substances kept?
2.6 Do you have a HACCP system in place?
Yes No
2.7 What are the critical points (e.g. contamination with chemicals, dust, etc.)?
2.8 Do you keep record of your cleaning activities?
Yes No
2.9 Please describe the procedures for preventing pests in your facility
2.10 How do you prevent contact of products with synthetic pesticides?
2.11 In case you use synthetic pesticides: What is the waiting time you have established before reintroducing organic products in the respective room?
3 Environmental protection
3.1 Please describe how you will dispose of solid (organic and inorganic) waste.
3.2 Please describe how you will dispose of used washing water.
XXX: ICS Manual [Version x: xx 20xx]
52
4 Documentation
4.1 Do you accompany fruits with documentation during transport?
Yes No
4.2 What records are kept at the reception of fruits?
4.3 What records are kept during packaging?
4.4 How would you be able to trace packed fruits to the source?
4.5 How do you ensure separation of fruits at the storage area?
4.6 How is your final product labelled?
XXX: ICS Manual [Version x: xx 20xx]
53
SUMMARY OF NON CONFORMITIES
Ref No.
Non-compliances Corrective actions Date for implementation
Follow-up comment
Date:
Signature of Internal Inspector Signature of Operations Officer
XXX: ICS Manual [Version x: xx 20xx]
54
7.16 Way Bill Farm to Packhouse
TRANSPORT OF ORGANIC SUGARLOAF PINEAPPLES FROM FARM TO PACKHOUSE
Name of truck driver ………………………………………… Truck number…………….………. Date harvested: ………………. Date transported: ………………. Time: ………………. Traceability Code: ……../……../……../…….. Harvested from: Name of farmer …..………………..………………… Farmer Code ……../……../…….. Quantity harvested …………………………… Name of pack house………………………………………...………………………….………..…… Sanity of truck when arrived on farm for loading (please tick) Clean Dirty Action taken if truck is dirty ………………………………………………………………………… Sanity of crates when arrived on farm for loading (please tick) Clean Dirty Harvesting and cleaning activity supervised by……………………………………………...…… Signature of supervisor and date……………………………………………………………………
XXX: ICS Manual [Version x: xx 20xx]
55
7.17 Way Bill Packhouse to Port
TRANSPORT OF ORGANIC SUGARLOAF PINEAPPLES FROM PACKHOUSE TO PORT
Name of truck driver ………………………………………… Truck number…………….………. Date of dispatch: …………………….... Number of pallets with organic product: …………………………… Number of boxes with organic product: …………………………… Producer: ………………………………………...……………………..…… Certificate holder ………………………………………...……………………..…… Name of pack house: ………………………………………...……………………..…… Port: ………………………………………...……………………..…… Importer: ………………………………………...……………………..…… Dispatching supervised by: ……………………………………………...…… Signature of supervisor and date: ……………………………………………...……